Run your whole loaner operation from one screen — depot to clinic and back.
From the box leaving your depot, through the repair round-trip, to the contract renewal a year later. Full chain of custody, carrier tracking on every leg, one-click renewals and AI import — instead of five spreadsheets and a whiteboard.
✓ No credit card to start ✓ Migrate from Excel in under an hour ✓ Cancel anytime
Run your whole loaner operation from one screen — depot to clinic and back.
The problem
Spreadsheets for the loaner pool, a separate sheet for service contracts, paper sign-out sheets, a whiteboard for repairs. Until a clinic calls asking where their loaner is, a renewal quietly lapses, a unit ships out uncleaned, or an auditor asks for chain of custody — and nobody can answer.
In transit? At the customer? Being cleaned? Excel never shows the current stage.
Annual contracts expire silently. Lost renewals are lost revenue you never see.
"It arrived damaged." You shipped it perfect. Without a photo it's your word against theirs.
MDR Article 18 and UDI need traceability. Excel can't prove who had the unit, when, and in what state.
How it works
A loaner goes out so the clinic keeps working — while the broken unit travels to your depot, gets repaired, and comes back. Loaners.app tracks both journeys, and the four box trips between them.
The loaner lifecycle
Box leaves your depot, heading to the customer.
Loaner deployed, the clinic is operational again.
Repaired unit installed; the loaner is picked up.
Sterilisation and quality check before pool re-entry.
Back in the pool, ready for the next deployment.
The repair round-trip — four box trips, a tracking number each
Loaner ships out so the clinic stays running.
Broken unit comes in for repair. Received & logged.
Repaired unit goes back, reinstalled.
Loaner returns to the pool. Cycle closed.
Each trip stores its own carrier tracking number (e.g. Nacex) with a deep link, and a dispatch date — so you can separate the clinic's handover delay from transit time.
Service contracts
Track every annual maintenance contract with its real end date. See what's expired, what's due in the next 30/90 days, and which customers have no contract at all. Renew with one click — it rolls the end date forward a year, with instant undo if you misclick.
AI-assisted import
Upload your existing Excel and Loaners.app figures out which column is the serial number, which are the contract dates — even when the headers sit below a title block or use different names. You see a preview of every change before anything is saved.
Scheduling & customer portal
Publish your availability and let customers request a slot from a secure, token-gated portal. Capacity is enforced atomically, confirmations go out by email, and a calendar plus capacity forecast shows the weeks ahead.
3 slots booked · 5 free this week
Loans per month · avg duration · repair time · top customers
Analytics & forecasting
A dashboard that answers the real questions at a glance: where every unit is right now, what renews this quarter, how long loans and repairs actually take, and which customers lean on the pool most. Plus serious forecasting — Monte Carlo, trend and seasonality — and cost-per-loaner.
Configurable workflow
Every dealer runs loaners a little differently. Turn the repair round-trip on or off, enable transport boxes or not, keep or skip the cleaning stage, set your default carrier, and even rename "customer" to "clinic", "site" or "practice" — per organisation. Sensible defaults out of the box; change what you need in Settings.
Everything in the box
One photo at check-out, one at return. End the "was-it-broken-when-it-arrived" argument for good.
Your boxes are first-class: a dedicated box per loaner, condition tracking, in-use vs available at a glance.
Due back today? You know. Three days late? An email reminder fires to your team and the customer automatically.
Lend a substitution unit outside a contract? Mark it (and its box) out of circulation with a reason — and see in analytics how often it happens.
Returned with a fault? Flag it. The next deployment is blocked until it's serviced — no re-shipping broken units.
Open any clinic and see every loaner they've ever had, how long they kept it, and whether it came back on time.
A clinic calls? Log the request, pick the model from your own catalogue, and schedule the swap in seconds.
Owner, Admin, Support, Viewer — or custom roles. A granular matrix decides exactly who can do what.
Every state change logged with timestamp, actor and before/after. Auditor asks for chain of custody — you export it.
Built by an equipment company
Loaners.app is built and run by a medical & dental equipment company — by people who manage a loaner pool, the repair round-trips and the annual service contracts every day. We started with the same Excel problem you have, built this for ourselves first, and now we're opening it to the dealers who have it too.
Sister product to Servatio — warranty & installed-base management for the same audience.
Pricing
Every plan includes a 14-day free trial — no credit card to start. Prices exclude VAT, billed monthly, cancel anytime.
Need something bigger or on-prem? Talk to sales →
FAQ
Yes — every plan starts with a 14-day free trial, no credit card required. Import your spreadsheet and run real deployments during the trial; add a card only when you decide to continue.
Dealers, distributors and OEMs of medical and dental equipment who lend out substitution units while a customer's device is repaired — and who manage the annual service contracts on that equipment.
It models the real workflow: the loaner lifecycle, the broken unit's repair round-trip with four box trips and a carrier tracking number each, the cleaning step before a unit re-enters the pool, and the annual service contracts with renewals — all under an MDR-aware chain-of-custody audit trail.
Yes. Upload your Excel and the AI maps the columns (serial number, contract dates, etc.) automatically, shows a preview of every change, and only applies it on your confirmation.
In the EU (Frankfurt), GDPR-ready, with multi-tenant row-level security so each organisation only ever sees its own data.
Start free in two minutes. Migrate from your current spreadsheet in under an hour — the AI import does the heavy lifting.
No credit card · Cancel anytime · EU-hosted